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Team Assistant

3 months ago

Johannesburg, Gauteng, South Africa bp Full time
Job summary

Entity:

Customers & Products

Job Family Group:

Operations Group

Key Accountabilities:

A. Management of key HSE safety agenda items

  • Act and remain and trained and compliant as the HSSE and Fire Marshall for the Midstream floor at the office representing Midstream at the various safety meetings.
  • Communicate as required the office safety agenda and meetings
  • Maintain the Midstream HSSE notice board to ensure good safety communication.
  • Maintain the Midstream DSS database and submit to line managers for actionB.
Provide secretarial and administrative support to General Manager Midstream and direct reports including:

  • Diary Management & Coordination of internal meetings, travel and ad hoc arrangements as required from time to time.
  • Team Meeting coordination
  • Coordinates travel arrangements, accommodation and itineraries including external guests and 3rd parties. Answers, screen calls and takes messages when the team members are out of the office and ensures that messages are passed on to the right people accurately.
  • Manage, Capture and Process the monthly expense capturing via the Concur System
  • Control and Coordinate the purchase and issue of office stationery
  • Assists the team with the planning and coordination of external meetings and office events
  • Maintain the annual leave roster for General Manager Midstream and their and direct reports.
  • Provide administrative support for international visitorC.
Co-ordinate & Manage other key administrative activities such as:

  • Process Purchase Orders maintain the PO database to ensure no PO's open > 60days and ensure 100% P2P compliance for own P2P process.
  • Assists with preparation of presentation materials
  • Liaise with CBM team to coordinate and plan all the CBM monthly reviews e.g. MR, Retro, performance sessions, LT meetings, QSE, OPR and QPR meetings and associated planning.
  • Coordination and including Agenda preparation, action taking and follow up thereof.
  • Maintain the Midstream and Refining DMS database.
  • Act as the POPIA Act SPA for Midstream and Refining
  • Arrange monthly Midstream and Refining Townhalls
    Job Holder Requirements:

Education

  • Matric, Secretarial Diploma or equivalent is a requirement.
    Experience
  • Previous experience in a Executive Support Role (35 years), (must have relevant experience in supporting Senior Leaders / Executives)
    Skills & Competencies

Travel Requirement
No travel is expected with this role

Relocation Assistance:

This role is not eligible for relocation

Remote Type:

This position is a hybrid of office/remote working

Skills:

Control of work, Cost-conscious decision-making, Maintenance general, Procedures and practices, Reliability general, Risk Management, Safety Leadership, Turnaround general

Legal Disclaimer:


If you are selected for a position and depending upon your role, your employment may be contingent upon adherence to local policy.

This may include pre-placement drug screening, medical review of physical fitness for the role, and background checks.